In the CRM, there are 3 methods for setting a Delivery Charge:

  1. Users manually type a Delivery Charge value
  2. Prospect CRM will calculate valid options based on the Division, Delivery Location, Order Value and/or Total Weight
  3. Custom Delivery Charges via API

The first 2 methods are supported as standard, and provide the vast majority of requirements, leaving the third to be used for very complex requirements. Please do get in touch with our Customer Services team if you require the third option.

Prerequisites

  • You'll need CRM Admin rights in order to follow the steps in this article

Setting Up Manual Delivery Charges

Step 1: Go to Settings Centre

To edit your Delivery Charges, simply click on the cog icon in the bottom left-hand corner to take you to the Settings Centre.

Step 2: Navigate to Sales in Settings

Next, navigate to the Sales page on the left-hand side. Here, you'll have the Delivery Charges configure option.

Step 3: Select 'All Users' or 'Administrators'

To enable Manual Entry Delivery Charges, select either 'All Users' or 'Administrators'. If you select 'Administrators', only those with Prospect CRM Admin rights will be able to manually enter a Delivery Charge. You also have a setting to only allow manually entered delivery charges that are over zero.

Step 4: Configure VAT Calculation

To configure the correct VAT calculation for the Delivery Charge, click on the pencil icon to search for a Product that represents the Manual Entry Delivery Charge. This Product may also be used by your Accounting/Inventory Management/ERP System too.

Setting Up Automatic Delivery Charges

Step 1: Navigate to the Settings Centre

To edit your Delivery Charges, click on the cog icon in the bottom left-hand corner to take you to the Settings Centre.

Step 2: Navigate to Sales in Settings

Next, navigate to the Sales page on the left-hand side. Here, you'll have the Delivery Charges configure option.

Step 3: Select the 'Standard' Option

To configure Automatic Calculations, choose 'Standard' from the Automatic Calculations drop-down.

Step 4: Setting Automatic Delivery Charges

By choosing the Standard option, you'll then be able to click on the 'Click to Configure' link to start setting your Automatic Delivery Charges. You can also choose whether the Automatic Calculations will be available for all users or just CRM Admin users.

You'll then be taken to the Configure Delivery Charge window. To add a New Delivery Charge, simply click on the plus icon in the top right-hand corner.

You'll then be able to start entering information about your New Delivery Charge.

  • Description: This should detail what type of Delivery Charge is being added. For example, Next Day Delivery.
  • Product Item: This will be the Product Item that'll be used when adding the Automatic Delivery Charge. It's important to choose the right Product Item as it'll help calculate the correct VAT. Click on the pencil icon to search for the correct Product Item. Please note: Depending on whether your Accounting/Inventory Management/ERP System natively supports delivery charges in the order header or not, the product may also be used to create a Delivery Charge Line.
  • Delivery Zone: Select the correct Delivery Zone that this Delivery Charge will be applicable for. For example, this might be Mainland UK. You can configure Delivery Zones by selecting 'Configure' from the end of this list.

Once happy with the information entered, click 'Create'. Your Delivery Charge will then be added to the list, but so far, only the basic details have been entered. Select the pencil icon to continue setting up.

A side panel will then appear with further options.

  • Cut Off Time: This allows you to restrict this new option to a certain time frame. For example, you could restrict Next Day Delivery to orders that are placed before 13:00.
  • Time Frame (Days): This should specify how long the delivery would take for the customer. This will only be visible internally, and doesn't apply any restrictions to the delivery options or the order.
  • Hazardous Product: This isn't commonly used, but can be important if you sell hazardous goods. In the product window, certain products can be marked as 'Hazardous'. You can then ensure that for orders that contain hazardous products, only specific delivery options are available. Simply select this option if the Delivery Charge is going to be used for potentially harmful products.
  • No Valid Default: This option has been superseded by the main page setting for: 'No Other Valid Delivery Option' .
  • Price: This should be the price of the Delivery Charge. Please note: this is the price that will be charged once the Minimum Value has been reached. If the Minimum Value isn't set (i.e. is zero) then this is just the standard price for this delivery charge.
  • Minimum Value: If there's a minimum order value for this 'Price' to apply, then specify it here.
  • Surcharge: This value is added to the 'Price' whenever the Minimum Value hasn't been reached. Setting Surcharge or Minimum Value to zero will effectively disable this logic by only ever giving one price.
  • Days Active: Finally, you can then select the days that this delivery option will be active for. For example, this could be useful if your 'Next Day Delivery' shouldn't be offered at weekends. Simply select the days that this delivery option would be applicable for.

Setting Up Collection/No Delivery Option

You can configure Collection/No Delivery as a delivery option via the CRM. This allows CRM users to confirm Quotes without an associated delivery, and could be used if a customer is collecting an order themselves, for example. Please note: this option is different from free delivery, where a delivery is associated, but with no value.

Step 1: Go to Settings Centre

Click on the cog icon in the bottom left-hand corner to take you to the Settings Centre.

Step 2: Navigate to Sales in Settings

Next, navigate to the Sales page on the left-hand side, and scroll down to the Delivery Charges configure option.

Step 3: Select No Delivery Option

Here, we can tick the 'Allow "Collection/No Delivery" (no charge)' option. CRM users will then be able to confirm Quotes without an associated delivery.

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